Job Summary:The Administrative Assistant/Secretary III plays a critical role in supporting project management activities by coordinating tasks, managing schedules, and facilitating communication among project teams. This position is ideal for candidates with strong project coordination skills and experience in resource planning and schedule management.
Key Responsibilities:Meeting Coordination:
Coordinate and facilitate meetings with task owners to establish, evaluate, and update tasks, durations, and constraints.Weekly Communications:
Send weekly emails outlining tasks that are late or scheduled to start/end in the next two weeks (weekly work plan).Predecessor Communication:
Regularly communicate driving predecessors that impact target dates to task owners and the project lead.Schedule Analysis:
- Analyze critical path and constraints to assess the impact of changes on the schedule and recommend workarounds.
Short Interval Scheduling:
- Develop and update weekly short interval schedules in collaboration with superintendents and field engineers, utilizing Pull Planning or Last Planning methodologies.
Status Reporting:
- Assist the project team in developing and maintaining periodic status reports to keep management informed about project progress.
Recovery Analysis:
- Conduct analyses to identify alternative courses of action for recovering slipped schedules.
Constraint Management:
- Develop and manage a constraint log, obtaining commitments from owners to resolve constraints.
Escalation of Issues:
- Elevate concerns regarding ownership of tasks, roadblocks to constraint resolution, or completion of tasks per the plan.
Master Schedule Management:
- Create and update the master schedule, incorporating important decision points (decision diamonds) into the project plan.
Resource Utilization Monitoring:
- Monitor and communicate resource utilization through the project plan, including personnel and budget considerations.
Coaching and Mentoring:
- Coach and mentor project leaders and task owners on the planning process and effective constraint resolution.
Information Logging:
- Log all new information and provide scheduled reports for coordination and reporting purposes.
Task Refinement:
- Assist in refining tasks and subtasks to ensure satisfactory realization of project requirements as scheduled.
Detailed Schedule Development:
- Interact with project teams and task managers to develop and update detailed schedules, cost information, and identify variances from the original plan.
Preferred Skills:- 3 years of experience with MS Project (including MSP Online).
- Proficiency in constraint management and critical path analysis.
- Experience with driving predecessor analysis and resource planning.
- Candidates with project management experience using integrated schedules will also be considered.